Shire of Harvey

ORDINARY COUNCIL MEETING

MINUTES

26th March 2019

ORDINARY COUNCIL MINUTES 26th March 2019

TABLE OF CONTENTS

A. OFFICIAL OPENING ...... 5

B. RECORD OF APOLOGIES AND LEAVE OF ABSENCE ...... 5

C. APPLICATIONS FOR LEAVE OF ABSENCE ...... 5

D. READING FROM A BOOK OF LEARNING AND WISDOM ...... 5

E. DECLARATIONS OF MEMBERS’ AND OFFICERS’ PERSONAL INTEREST ...... 6

F. RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE ...... 7

G. PUBLIC QUESTION TIME ...... 7

H. PETITIONS/DEPUTATIONS/PRESENTATIONS ...... 8

I. ANNOUNCEMENTS BY PRESIDING MEMBER OR CEO WITHOUT DISCUSSION ...... 8

J. CONFIRMATION OF MINUTES ...... 8

Ordinary Council Meeting – Tuesday, 5th March 2019...... 8

K. RECEIPT OF MINUTES AND RECOMMENDATIONS FROM COMMITTEES ...... 8

Joint Town Planning Scheme No. 1 ...... 1st February 2019 Work Safety Committee ...... 7th March 2019 Community Safety and Crime Prevention Committee ...... 12th March 2019 Harvey Recreation Ground Advisory Committee ...... 18th March 2019 Development Services Committee...... 19th March 2019 (Including Planning, Building, Health and Confidential Reports listed below)

8.1 PLANNING REPORT

8.1.1 Cattery Extension (Exercise Yard) - Mr A. T. Gawned - Lot 6 (No. 5) Feast Place, Leschenault (A007773)

8.2 HEALTH REPORT

8.2.1 Building Permit Applications Received – Building Permits Issued – February 2019 - Shire of Harvey (BSR017)

8.3 BUILDING REPORT

8.3.1 Request for Quote: Supply of Goods & Services - Organics Bin Project – Various Applicants – Shire of Harvey (B000303)

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L. OFFICER’S REPORTS

CORPORATE SERVICES 1. Sister City Relationships - Shire of Harvey (GR/L/010) 10 2. Strategic Community Plan Review – Report on Performance 14 – February 2019 - Shire of Harvey (B000157) 3. Lease Extension – Binningup Beach Christian Youth Camp 19 and Caretakers Residence - Binningup Christian Youth Camp Inc - Lot 135 and Lot 164 Valentine Road, Binningup (A000889 & C/Z/016) 4. “Local Projects, Local Jobs” Grant Agreements 21 South West Development Commission – Ridley Place Foreshore, Australind (B000142) 5. Community Sporting and Recreation Facilities Fund – Small 24 Grant Applications - Harvey Bowling Club Inc. and Shire of Harvey - Harvey Bowling Club and Harvey Recreation Ground (F000264) 6. Meetings for Coming Months – Shire of Harvey (CCC001) 27

M. ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN ...... 27

N. NOTICE OF MOTION FOR FOLLOWING MEETING ...... 27

O. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN ...... 27

P. REPORTS OF MEMBERS ...... 28

Q. ORDERS OF THE DAY ...... 28

Prepared By • Western Australia Road Traffic Code 2000 Main Roads WA Regulation 297(2) Instrument of Authorisation relating to Traffic Management for Events – Commissioner of Main Roads and Shire of Harvey • Lease – Lorraine Morgan – Trustee for Shire of Harvey Jandalah Family Trust and Shire of Harvey – Stirling’s Cottage Tea Rooms • T182018 - Contract – Shire of Harvey and Shire of Harvey WCP Civil Pty ltd – Yarloop Laneway Construction

R. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING ...... 29

S. MATTERS BEHIND CLOSED DOORS ...... 29

T. CLOSURE OF MEETING ...... 29

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SHIRE OF HARVEY

COUNCIL MINUTES

MINUTES OF THE ORDINARY MEETING OF THE HARVEY SHIRE COUNCIL, HELD IN THE COUNCIL CHAMBER, MULGARA STREET, AUSTRALIND, ON TUESDAY, 26TH MARCH 2019, COMMENCING AT 4.02P.M.

ATTENDANCE

Shire President Cr. T. Jackson Deputy Shire President Cr. P. Beech Cr. B. Adams Cr. M. Boylan Cr. M. Campbell Cr. C. Carbone Cr. W. Dickinson Cr. P. Gillett Cr. A. Lovitt Cr. A. Shortland

STAFF

Chief Executive Officer Ms. A. Riordan Executive Manager Corporate Services Mr. S. Collie Executive Manager Technical Services Mr. R. Lotznicker Principal Building Surveyor Mr. M. Stewart (4.02p.m – 5.00p.m) Principal Environmental Health Officer Mr. S. Dandridge (4.02p.m – 4.33p.m) Manager Planning Services Mr. S. Hall Manager Community & Economic Development Mr. P. Quinlivan Marketing and Communications Officer Ms. C. Eadie Agendas and Minutes Officer Ms. K. Hough

There were three (3) members of the public present.

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A. OFFICIAL OPENING

The Shire President opened the meeting at 4.02p.m.

B. RECORD OF ATTENDANCE/APOLOGIES/LEAVE OF ABSENCE

Approved Leave of Absence:

Cr. D. Simpson

Apology:

Cr. F. Burgoyne Cr. P. Monagle

C. APPLICATIONS FOR LEAVE OF ABSENCE

Cr. Carbone requested leave of absence for the Council meeting to be held on Tuesday, 23rd April 2019.

Cr. Campbell requested leave of absence for the Development Services Committee meeting to be held on Tuesday, 7th May 2019 and the Council meeting to be held on Tuesday, 14th May 2019.

Cr. Lovitt requested leave of absence for the Development Services Committee meetings to be held on Tuesday, 16th April 2019 and Tuesday, 28th May 2019.

19/058. Dickinson/Beech “That leave of absence be granted to: - Cr. Carbone for the Council meeting to be held on Tuesday, 23rd April 2019. - Cr. Campbell for the Development Services Committee meeting to be held on Tuesday, 7th May 2019 and the Council meeting to be held on Tuesday, 14th May 2019. - Cr. Lovitt for the Development Services Committee meetings to be held on Tuesday, 16th April 2019 and Tuesday, 28th May 2019.” CARRIED 10-0

D. READING FROM A BOOK OF LEARNING AND WISDOM

Nil.

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E. DECLARATIONS OF MEMBERS’ AND OFFICERS’ PERSONAL INTEREST

• Impartiality Interest

Cr. Shortland declared an impartiality interest in Corporate Services Item 3 - Lease Extension – Binningup Beach Christian Youth Camp and Caretakers Residence - Binningup Christian Youth Camp Inc - Lot 135 and Lot 164 Valentine Road, Binningup (A000889 & C/Z/016).

Reason

Cr. Shortland advised that she is a Council delegate to the Binningup Christian Youth Camp Committee. Cr. Shortland advised that she would stay in the Chambers and deal with the matter on its merits.

• Impartiality Interest

Cr. Dickinson declared an impartiality interest in Corporate Services Item 3 - Lease Extension – Binningup Beach Christian Youth Camp and Caretakers Residence - Binningup Christian Youth Camp Inc - Lot 135 and Lot 164 Valentine Road, Binningup (A000889 & C/Z/016).

Reason

Cr. Dickinson advised that she is a Council delegate to the Binningup Christian Youth Camp Committee. Cr Dickinson advised that she would stay in the Chambers and deal with the matter on its merits.

• Impartiality Interest

Cr. Beech declared an impartiality interest in Corporate Services Item 5 - Community Sporting and Recreation Facilities Fund – Small Grant Applications - Harvey Bowling Club Inc. and Shire of Harvey - Harvey Bowling Club and Harvey Recreation Ground (F000264).

Reason

Cr. Beech advised that he is Chairman of the Harvey Recreation Ground Advisory Committee. Cr. Beech declared he would stay in the Chambers and deal with the matter on its merits.

• Impartiality Interest

Cr. Gillett declared an impartiality interest in Corporate Services Item 5 - Community Sporting and Recreation Facilities Fund – Small Grant Applications - Harvey Bowling Club Inc. and Shire of Harvey - Harvey Bowling Club and Harvey Recreation Ground (F000264).

Reason

Cr. Gillett advised that he is a Council delegate to the Harvey Recreation Ground Advisory Committee. Cr. Gillett declared he would stay in the Chambers and deal with the matter on its merits.

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F. RESPONSE TO PREVIOUS QUESTIONS TAKEN ON NOTICE

Nil.

G. PUBLIC QUESTION TIME

Question 1 – Mr David Rawet asked how the Shire dealt with degradation of land with the measurement being stated in the Strategic Community Plan as number of Development Applications. Reference was also made to State lands (Main Roads WA) and how residents amenity can be protected.

Answer 1 – The Manager of Planning Services advised that the references in the Strategic Community Plan do not relate to State agency infrastructure, and that each application is assessed on its individual merits. The Shire is bound by various legislative requirements and the Strategic Community Plan does not address any specific matter in isolation. Any application for development received will be assessed in accordance with the applicable legislative requirements.

Question 2 – Mr Brian Hanson sought the subscription figure paid by the Shire for membership of the Bunbury Geographe Economic Alliance.

Answer 2 – The Shire President advised that he figure is contained within the Shire’s adopted budget. The figure is $17, 364 (ex GST).

Question 3 – Mr. Brian Hanson asked what the benefits were in belonging to this group.

Answer 3 – The Shire President responded indicating that the group works collectively for the region in positively influencing the economic, social and environmental development of the region and Council considers it to be very important to be part of an organisation containing multiple local governments with these goals.

Question 4 – Mr. Brian Hanson asked if the Shire President has any conflict of interest in being a part of this group.

Answer 4 – The Shire President advised that she is the Council delegate to the group and that there is no conflict of interest present.

Question 5 – Mr. Brian Hanson asked if the reasons for the non-support of Cr Adams’ motion of 12th February 2019 would be stated.

Answer 5 – The Shire President advised that individual Councillors would have their reasons why they voted and Mr Hanson is welcome to contact them. The Chief Executive Officer advised that if an officer recommendation is not supported by Council the reasons are required to be stated in the meeting minutes, however this does not apply when an individual Councillor puts forward a Notice of Motion which is considered by Council.

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H. PETITIONS/DEPUTATIONS/PRESENTATIONS

Mr. David Rawet addressed Council in relation to the outcome of the Special Meeting of electors held on 12th February 2019. Mr Rawet objected to social media comments made by the Shire President following the meeting.

Mr. Brian Hanson addressed Council in relation to the Strategic Community Plan, community representation on committees and the Bunbury Outer Ring Road. Mr Hanson raised concerns at the time allocated at Community Meetings to advising of the status of projects, budget allocations and discussion not emanating from Community members.

I. ANNOUNCEMENTS BY PRESIDING MEMBER OR CEO WITHOUT DISCUSSION

Nil.

J. CONFIRMATION OF MINUTES

ORDINARY COUNCIL MEETING – Tuesday, 5th March 2019.

Recommendation

That the Minutes of the Council Meeting held on Tuesday, 5th March 2019, as printed be confirmed as a true and correct record.

19/059. Gillett/Campbell “That the Minutes of the Council Meeting held on Tuesday, 5th March 2019, as printed be confirmed as a true and correct record.” CARRIED 10-0

Two (2) members of the public left the Chambers at 4.28p.m.

K. RECEIPT OF MINUTES AND RECOMMENDATIONS FROM COMMITTEES

Joint Town Planning Scheme No. 1 Committee 1st February 2019.

MINUTES

19/060. Boylan/Campbell “That the Minutes of the Joint Town Planning Scheme No. 1 Committee, held on Friday, 1st February 2019, as printed, be received and the recommendations contained therein be adopted by Council.” CARRIED 10-0

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Work Safety Committee 7th March 2019.

MINUTES

19/061. Campbell/Shortland “That the Minutes of the Work Safety Committee, held on Thursday, 7th March 2019, as printed, be received and the recommendations contained therein be adopted by Council.” CARRIED 10-0

Community Safety and Crime Prevention Committee 12th March 2019.

MINUTES

19/062. Dickinson/Gillett “That the Minutes of the Community Safety and Crime Prevention Committee, held on Tuesday, 12th March 2019, as printed, be received and the recommendations contained therein be adopted by Council.” CARRIED 10-0

Harvey Recreation Ground Advisory Committee 18th March 2019.

MINUTES

19/063. Gillett/Carbone “That the Minutes of the Harvey Recreation Ground Advisory Committee, held on Monday, 18th March 2019, as printed, be received and the recommendations contained therein be adopted by Council.” CARRIED 10-0

Development Services Committee 19th March 2019.

MINUTES

19/064. Carbone/Gillett “That the Minutes of the Development Services Committee Meeting, held on Tuesday, 19th March 2019, be received and the recommendations listed hereunder be adopted en-bloc.” CARRIED 10-0

8.1 PLANNING REPORT

8.1.1 Cattery Extension (Exercise Yard) - Mr A. T. Gawned - Lot 6 (No. 5) Feast Place, Leschenault (A007773)

8.2 HEALTH REPORT

8.2.1 Request for Quote: Supply of Goods & Services - Organics Bin Project - Various Applicants - Shire of Harvey (B000303)

- Page 9 - ORDINARY COUNCIL MINUTES 26th March 2019

8.3 BUILDING REPORT

8.3.1 Building Permit Applications Received – Building Permits Issued – February 2019 - Shire of Harvey (BSR017)

Mr. Scott Dandridge left the Chambers at 4.35p.m.

L. OFFICER’S REPORTS

Item No. 1 Subject: Sister City Relationships Proponent: Shire of Harvey Location: N/A Reporting Officer: Chief Executive Officer File No.: GR/L/010 Attachment Reg. No.

Summary

In January 2019, two (2) approaches were received by the Shire of Harvey to form a sister city relationship, one (1) from Moka City, Japan and another from Xiuzhou District, Jiaxing City, China. Correspondence was received directly from the Mayor of Moka City, with the Chief Executive Officer of the Bunbury Geographe Economic Alliance presenting the request from Xiuzhou District.

Council is to consider the requests to form a sister city relationship with the recommendation to develop an International Relations Policy and to provide funding in the 2019/20 draft budget to progress a potential relationship with Xiuzhou District, Jiaxing City, China.

Background

Moka City, Japan Correspondence was received from the Mayor of Moka City on 14th January 2019, requesting the formation of a sister city relationship with the Shire of Harvey (refer Attachment 1). The City was hoping to build on the existing relationship that exists between Moka Junior High School and Australind Senior High School with the aim of providing cultural exchanges and educational learning. The relationship between the two (2) schools has been established for over fifteen years.

Moka City is located in Tochigi Prefecture in Japan and is located approximately 100 kilometres north of Tokyo. The city has a population of approximately 79,660 (2017) and is known for the Moka Railway which operates steam locomotives. Moka has a mix of industrial and farming areas and is known for its strawberry production.

Moka City has existing sister city relationships with the City of Glendora, USA (30 years) and Douliu City, Taiwan (25 years) with reciprocal visits being held.

Xiuzhou District, Jiaxing City, China The Chief Executive Officer of the Bunbury Geographe Economic Alliance (BGEA), Chris McNamara met with the Shire of Harvey in January 2019 to discuss the formalising of a sister city relationship with Xiuzhou, Jiaxing City, China in addition to a potential trade and investment delegation to the Shire later in the year. The Shire was also provided with a Letter of Intent of Xiuzhou District, Jiaxing City identifying a sister city (refer Attachment 2). This follows on from a successful export forum held by the BGEA in 2018. The long term plan of BGEA is to have a 'Sister Region' with the Jaixing Region in China and gain recognition as the first Sister Region in W.A.

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Xiuzhou is one of the major districts of Jiaxing City and is situated in Zhejiang Province with which the State of Western Australia has a Sister State relationship. The district has a population of 380,000, covers 542 square kilometres, and is located approximately 100kms from Shanghai. Xiuzhou is known for its grain and aquatic products and has evolved from a purely agricultural economy into one with advanced manufacturing.

The Harvey Shire President and the CEO met with the Chinese Consul General in Perth, Mr Lei Kezhong and Chinese Consultate, Ms Xu Bin during their visit to Bunbury and Harvey in January 2019 where they encouraged the formation of a sister city relationship with Xiuzhou.

Correspondence has been sent to both Moka City and Xiuzhou by the Shire President (refer Attachment 3), thanking the cities for their proposals and advising that Council would consider the matter further and advise of any decision in regards to progressing a sister city relationship.

Comment

Western Australia has had ongoing engagement with Asia with the State having the highest share of Australia’s merchandise exports to China, Japan and the Association of South East Asian Nations (ASEAN). The Western Australian State Government is actively pursuing a strategy to develop long term relationships with Asia that gain the trust of Asian countries and develop the relationship from a transactional base. The Asian Engagement Strategy is currently being developed by the state government and will outline how Western Australia can better engage with Asia in the future (Asian Engagement Strategy: Consultation Paper. November 2018).

One of the established formal methods of engagement involves agreements between local governments though city relationships. Many local governments in Western Australia and the South West region have sister city or friendship city relationships which have been established for substantial periods of time.

There are two (2) types of city relationships which can be developed, being a friendship or sister city relationship:

Friendship City Those consisting of a less formal arrangement with less administrative and financial expectation, which may be appropriate in meeting short term needs and supporting programs run by other section of the community. Sister City A city that is twinned with another. A form of agreement between towns, cities, countries, oblasts, prefectures, provinces, regions, states and even countries on geographically and politically distinct areas to promote cultural and commercial ties. Livingstone Shire Council: Sister Cities Policy (2017)

Less formal relationship models also exist which include instruments such as a Memorandum of Understanding or Statement of Intent.

The following table details the city relationship status of South West region local governments:

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Year of Local Name of International Sister/Friendship Commencement of Government City/District City Relationship Shire of Haining, Zhejiang Augusta Sister 2010 Province, China Margaret River City of Setagaya, Tokyo, Japan Sister 1992 Bunbury City of Jiaxing, China Friendship 2000 Bunbury City of Nha Trang, Vietnam Friendship 2016 Bunbury City of Sugito, Saitoma,Japan Sister 1996 Busselton Haiyan County of Shire of Collie Friendship 2016 Zhejiang Province, China Shire of Nil Nil Nil Dardanup Shire of Donnybrook- Nil Nil Nil Ballingup Shire of Jiashan County, Zhejiang Sister 2012 Manjimup Province, China

In considering the two (2) requests for relationships with the Shire of Harvey, it is recommended that the Shire only pursue the one (1) relationship at this time. Considering the existing relationships of the State of Western Australia with Zhejiang Province, China and those of neighbouring South West local governments with cities in the Province, and the greater potential for economic benefits from the relationship, that the Shire of Harvey consider further the request from Xiuzhou District, Jiaxing City, China.

Chinese culture values relationships and trust. The Chinese word ‘guanxi’ is the system of social networks and influential relationships which facilitate business and other dealings. Having a sister city relationship can give the town or city a foot in the door to take advantage of increased business, export, education and tourism opportunities.

Building people-to-people relationships helps understanding and builds business links. Generally, Chinese cities take their sister city relationships seriously, taking time to nurture them through visits and looking to their counterparts are a first point of call should they need to expand their business interests, export or import opportunities as well as tourism opportunities or to seek particular advice.

The Chinese Government, whether at the national, provincial or city level, play a greater role in the economy than is the case in Australia, including owning and operating business enterprises. Therefore, government-owned enterprises at the city level are often involved in exploring business opportunities in their sister cities.

Sister city relationships are a useful way to gain an international perspective, exchange ideas, and increase an understanding of global issues.

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The City of Bunbury is planning to take a delegation consisting of the Mayor, City Officers and community business operators to Jiaxing, Zhejiang Province, China in 2020. There is the ability, if the Shire wishes to progress a relationship with Xiuzhou, to provide delegates to accompany the Bunbury delegation to the Zhejiang Province before directly visiting Xiuzhou.

The Shire of Harvey also has the opportunity to host an art exhibition of Xiuzhou Modern Folk Paintings. The travelling exhibition being coordinated by the City of Bunbury consists of twenty paintings in total which have been displayed in the Bunbury Regional Art Gallery and are currently being displayed in Manjimup. The Shire has the ability to host the exhibition for a time between mid April and mid October 2019. Staff will liaise with venues in the Shire to potentially display the exhibition and promote the art of the District of Xiuzhou.

It is necessary to consider the objectives of the development of an international relationship with China or with another country. Although sister city relationships have been shown to provide positive cultural engagement opportunities, economic benefits may be more difficult to obtain.

It is recommended that before accepting the request from Xiuzhou District that a Policy to define the objectives be developed and an investigation into the costs and benefits to be achieved through an international relationship be undertaken. The provision of an allocation of funds in the 2019/20 draft Budget will however allow future consideration of activities with Xiuzhou in either an informal manner or through the progression to a sister city relationship.

Statutory/Policy Environment

There are no statutory requirements to developing a relationship between cities. No Shire policy currently exists to guide the forming of a sister city or friendship city relationship. There has in the past been an informal relationship with Yarloop and Ypres, Belgium however this was not guided by policy.

The Shire is currently developing an Economic Development Strategy which is to identify a range of strategies and actions to facilitate economic development and employment growth in the Shire. There may be the opportunity to consider whether the development of a sister city relationship with China may aid in the attainment of the objectives of the Strategy.

Strategic Framework

Within the Shire’s Strategic Community Plan 2017 – 2027, Strategy 1.2.9 states:

“Continue to collaborate with our partners to promote regional tourism initiatives.”

Risk Management

The Risk Theme Profile identified in relation to this item is Inadequate Engagement Practices. The Consequence could be Reputational and Financial if there is inadequate consideration of the objectives and financial implications of entering into a sister city relationship. The Risk Consequence is considered to be “Moderate” (3) and the Likelihood “Unlikely” (2) resulting in a “Moderate” (6) level of risk.

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Budget Implications

It is recommended that an allocation of $10,000 be considered in the draft 2019/20 draft Budget towards cultural exchange activities. This may take the form of the receipt of a delegation from Xiuzhou or for Shire representatives to form a delegation.

Officer’s Recommendation

That Council:

1. Authorises the Chief Executive Officer to: a) Investigate the costs and benefits of a long term economic development relationship through developing a sister city relationship; and b) Develop an International Relations Policy to articulate Council’s objectives in establishing international sister city or other relationships; 2. Lists for consideration an amount of $10,000 in the 2019/20 draft Budget for Shire cultural exchange activities with Xiuzhou District, Jiaxing City, China; and 3. Receives a further report on the matter once the draft International Relations Policy has been prepared.

19/065 . Adams/Dickinson “That the Officer’s Recommendation be adopted.” CARRIED 9-1

Item No. 2 Subject: Strategic Community Plan Report on Performance Proponent: Shire of Harvey Location: Shire of Harvey Reporting Officer: Executive Manager Corporate Services, Coordinator Corporate Planning File No.: B000157

Summary

This report recommends the endorsement of the desktop review of the Shire of Harvey Strategic Community Plan as noted in the following two documents –

Report on Performance – March 2019 (Attachment 1). Strategic Community Plan – Review (Attachment 2).

Background

Council adopted the Strategic Community Plan 2017 – 2027 on 18th July 2017. The plan runs for a 10 year period consistent with the Shire’s Long Term Financial Plan. The statutory review requirement for the Strategic Community Plan is four (4) years (minimum), however Council has stated in the plan itself that it wishes to exceed that minimum by stating –

“After adoption, a desktop review of the Harvey Strategic Community Plan will be undertaken in 2019, with a full review and renewal in 2021. The community will be notified and given opportunity to participate in the full review and renewal process.”

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Hence a Desktop Review of the plan at the two (2) year stage has been undertaken. This is consistent with the Department of Local Government guidelines for Integrated Planning and Reporting (page 6) which states:

“Every second year, the process enters the Strategic Review. The Strategic Review alternates between the minor and major versions. The minor version is generally a desktop review process and tends to focus on resetting the Corporate Business Plan. The major version involves re-engagement with the community on vision, outcomes and priorities, and a comprehensive review of the whole IPR suite.

While not mandatory, aligning the Strategic Review with the election cycle enables the post-election Council to quickly get behind the “steering wheel” of strategic direction which is at the heart of its governance role. Note that if a local government is making a one-off adjustment to bring the two cycles into alignment, this must be done while meeting the requirement for a Major Strategic Review at least every four years.”

Comment

The Shire’s Strategic Community Plan is the pinnacle of Council’s Planning documents. The plan sets out the visions and aspirations that Council desires to achieve working towards a brighter future for the community. The Strategic Community Plan is “informed” by the Shire’s Corporate Business Plan, which in turn is informed by a myriad of other Shire Planning documents including but not limited to:

• Long Term Financial Plan • Forward Capital Works Plan • Local Planning Scheme and Local Planning Strategy • Workforce Plan • Sport and Recreation Plan • Plant Replacement Program • Disability Access and Inclusion Plan

A full database of all informing plans is continuously prepared and updated. The Corporate Business Plan (2018-2022) was adopted on 2nd July 2018, and a review is due to be undertaken during June 2019 as part of the 2019/20 budget cycle.

The Strategic Community Plan contains four objectives:

ECONOMIC OBJECTIVE:

To be a diverse and innovative economy supporting a range of employment opportunities.

There are 5 outcomes listed under this objective and 27 strategies stated in order to achieve those outcomes. Further, in Council’s Corporate Business Plan there are 35 specific actions set out under these strategies.

ENVIRONMENT OBJECTIVE:

We have a balanced respect for our natural assets and built environment, retaining our lifestyle values and community spirit.

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There are 8 outcomes listed under this objective and 25 strategies stated in order to achieve those outcomes. The Corporate Business Plan lists 36 specific actions set out under these strategies.

SOCIAL OBJECTIVE

Provide a safe and welcoming community, which embraces its diversity and heritage, where everyone is valued and has the opportunity to contribute and belong.

There are 6 outcomes listed under this objective and 28 strategies stated in order to achieve those outcomes. The Corporate Business Plan lists 50 specific actions set out under these strategies.

CIVIC LEADERSHIP OBJECTIVE

Strong civic leadership representing the whole of the Shire which engages in effective partnerships and reflects the aspirations of an engaged community.

There are 7 outcomes listed under this objective and 27 strategies stated in order to achieve those outcomes. The Corporate Business Plan lists 34 specific actions set out under these strategies.

In undertaking this review of the Strategic Community Plan there are a total of 107 strategies that have been identified. These strategies are however quite broad in nature. Therefore in order to provide Councillors with a more meaningful review outcome the prime tool used in this review relates to the specific “Actions” which sit below the strategies. There are 155 of these in total as noted above.

The following diagram illustrates the Strategic Planning Framework and highlights the link between the Community Vision linking to the specific actions identified.

Strategic Planning Framework

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The “Actions” are not specifically stated in the Strategic Community Plan document, they are listed in the Shire’s Corporate Business Plan. Providing an update on the actions serves the purpose of reviewing the strategies that are contained in the Strategic Community Plan. The numbering system links the actions with the strategies.

The 155 Actions are allocated to the relevant Shire Senior Officer below depending on the area of responsibility for which each officer is accountable for.

Responsible officer Actions Chief Executive Officer 11 Executive Manager Corporate Services 17 Executive Manager Technical Services 34 Finance Manager 6 Manager Community and Economic Development 46 Manager Planning Services 23 Principal Building Surveyor 7 Principal Environmental Health Officer 6 Executive Manager Technical Services/ Principal Building Surveyor 4 shared responsibilities Manager Planning Services/ Principal Environmental Health Officer 1 shared responsibilities TOTAL 155

Each Officer has reported on the status of the actions in their area of responsibility as at the end of February 2019. The last time a full review was undertaken at this level was June 2017.

The review report is attached indicating progress on the actions by means of action items which have been completed, those actions that are in progress or ongoing and others that have not yet commenced. As such it is not proposed to make any modifications to the Strategic Community Plan (2017-2027) at this stage of its existence, particularly as the Shire is within an adopted budget cycle and it is the second of the four year life of the plan as written. The plan is a 10 year plan however it is only over the first 4 years that specific actions are set and budget estimates are made.

Ideally in April 2020 the Shire’s round of Annual Community Meetings would be the platform to commence the development of ideas and initiatives to consider as part of the major 2021 Strategic Community Plan review and renewal process. The intent being that the review and renewal would be completed prior to and apply from the start of the 2021/22 year.

The current desktop review is recommended to be endorsed by Council, advertised in respect of advising members of the community that the review has been undertaken without modifications, indicating that the review report is available for viewing on the Shire’s website.

In practice the review document provides an opportunity for Councillors and members of the community to be updated on where the major initiatives endorsed by Council are at. It also serves a catalyst for initial thoughts and initiatives for inclusion in the next four year cycle of the plan.

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Statutory/Policy Environment

Local Government (Administration) Regulations 1996:

19C. Strategic community plans, requirements for (Acts. 5.56)

(1) A local government is to ensure that a strategic community plan is made for its district in accordance with this regulation in respect of each financial year after the financial year ending 30 June 2013.

(2) A strategic community plan for a district is to cover the period specified in the plan, which is to be at least 10 financial years.

(3) A strategic community plan for a district is to set out the vision, aspirations and objectives of the community in the district.

(4) A local government is to review the current strategic community plan for its district at least once every 4 years.

(5) In making or reviewing a strategic community plan, a local government is to have regard to —

(a) the capacity of its current resources and the anticipated capacity of its future resources; and

(b) strategic performance indicators and the ways of measuring its strategic performance by the application of those indicators; and

(6) Subject to subregulation (9), a local government may modify its strategic community plan, including extending the period the plan is made in respect of.

(7) A council is to consider a strategic community plan, or modifications of such a plan, submitted to it and is to determine* whether or not to adopt the plan or the modifications.

*Absolute majority required.

(8) If a strategic community plan is, or modifications of a strategic community plan are, adopted by the council, the plan or modified plan applies to the district for the period specified in the plan.

(9) A local government is to ensure that the electors and ratepayers of its district are consulted during the development of a strategic community plan and when preparing modifications of a strategic community plan.

(10) A strategic community plan for a district is to contain a description of the involvement of the electors and ratepayers of the district in the development of the plan or the preparation of modifications of the plan.

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Strategic Framework

Within the Shire’s Strategic Community Plan 2017 – 2027, Strategy 4.1.1 states:

“Implement the Integrated Planning and Reporting Framework including the Long Term Financial Plan, Workforce Plan, Asset Management Plans and Corporate Business Plan.”

Budget Implications

The preparation of the desktop review document has been undertaken in house. No external budget implications are present.

Officer’s Recommendation

That Council receives and endorses the two year desktop review of the Shire of Harvey 2017 – 2027 Strategic Community Plan –

Report on Performance – March 2019 (Attachment 1). Strategic Community Plan – Review 2019 (Attachment 2), and arranges for the placement of the review documents on the Shire’s website, advertising that the review has been undertaken and is available on the website.

19/066 . Adams/Campbell “That the Officer’s Recommendation be adopted.” CARRIED 10-0

Item No. 3 Subject: Lease Extension – Binningup Beach Christian Youth Camp and Caretaker’s Residence. Proponent: Binningup Christian Youth Camp Inc. Location: Lot 135 and Lot 164 Valentine Road, Binningup Reporting Officer: Executive Manager of Corporate Services File No.: A000889 & C/Z/016 Attachment Reg. No. 19/063

Summary

Binningup Beach Christian Youth Camp Inc. has requested that its Lease with the Shire of Harvey for the property used as the Binningup Beach Christian Youth Camp and Caretaker’s Residence in Binningup be extended in accordance with Clause 5 (c) of the Lease document.

The Binningup Beach Christian Youth Camp and Caretaker’s Residence is located at Lot 135 and Lot 164 Valentine Road, Binningup. It is recommended that the lease extension be granted which would commence on 9th August 2019 and conclude on 8th August 2024.

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Background

In July 2014, Council resolved (14/234) to enter into a Lease agreement with the Binningup Beach Christian Youth Camp Inc. for a term of five (5) years with an option of a further five (5) years.

The Lease is due to expire on 8th August 2019 and written confirmation has been received from Binningup Beach Christian Youth Camp Inc. (refer Attachment 1) confirming that they wish to invoke their option to extend the lease for a further five (5) year term.

2 The leased land is situated on Lot 135 (approx. 1,012m in area) being the Caretaker’s Residence, and Lot 164 (approx. 8,194m2 in area) being the camp/accommodation facilities. Both of these lots are held in freehold title by the Shire of Harvey. Attached are plans for both lots (refer Attachments 2 and 3).

Comment

Staff are not aware of any breach of the lease terms by Binningup Beach Christian Youth Camp Inc. during the period in which the current agreement has been in existence. There are no known unresolved difficulties arising out of the leasehold relationship between the Binningup Beach Christian Youth Camp Inc. and the Shire of Harvey and a sound relationship exists.

The current lease allows for rent payable of $1.00 per annum if demanded and aside from updating minor technical terms the terms and conditions are to remain unchanged.

Statutory/Policy Environment

Section 3.58 of the Local Government Act 1995, and Regulation 30(2)(b) of the Local Government (Functions and General) Regulations 1996, deal with the disposal of property which includes disposal by way of a lease.

Regulation 30 describes when “dispositions of property to which Section 3.58 of the Act does not apply:

“Regulation 30(2) A disposition of land is an exempt disposition if – (b) the land is disposed of to a body, whether incorporated or not – (i) The objects of which are a charitable, Benevolent, religious, cultural, educational, Recreational, sporting or other like nature; and (ii) The members of which are not entitled or permitted to receive any pecuniary profit from the body’s transactions.”

Strategic Framework

Within the Shire’s Strategic Community Plan 2017 - 2027, Strategies 3.1.3 and 4.3.4 state:

3.1.3 “Continue to provide facilities and services to support local community organisations.”

4.3.4 “Monitor and ensure compliance with the regulatory framework for local government business”

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Budget Implications

Nil – the Deed of Extension will be prepared in house.

Officer’s Recommendation

That Council:

1. Authorises the invoking of Clause 5 (c), being the Lease extension clause, for the Binningup Beach Christian Youth Camp Inc. for the premises known as the Binningup Beach Christian Youth Camp and Caretakers Residence located at Lot 135 and Lot 164 Valentine Road, Binningup under the same terms and conditions that are currently in place.

2. Authorises the Chief Executive Officer and the Shire President to sign and seal the Lease Agreement.

19/067 . Beech/Gillett “That the Officer’s Recommendation be adopted.” CARRIED 10-0

Item No. 4 Subject: “Local Projects, Local Jobs” Grant Agreements Proponent: South West Development Commission Location: Ridley Place Foreshore, Australind Reporting Officer: Manager Community and Economic Development File No.: B000142 Attachment Reg. No.

Summary

This report provides information on the Ridley Place Foreshore development and recommends that Council:

1. Supports the proposal for a new public Ablution facility to be included within the proposed café/restaurant development at the Ridley Place Foreshore; 2. Requests the Chief Executive Officer to write to the South West Development Commission requesting that: a) The purpose of the “Local Projects, Local Jobs” grant of $100,000 be amended from “Ablution Upgrades and Redevelopment” to “Ridley Place Foreshore Redevelopment – Nature Play Playground”; and b) The approved grant be carried forward to the 2019/20 financial year and the completion date be extended to 30th April 2020. 3. Receives a further report that includes a recommended approach to progress the proposed café/restaurant development at the Ridley Place Foreshore.

Background

The need to upgrade the Ablution facilities at the Ridley Place Foreshore was identified as part of the Ridley Place Master Plan study that was finalised in 2014. The existing facility has reached the end of its lifespan and it was considered to be a more cost effective option to remove the old structure and replace it with a modern and more aesthetically attractive building. An allocation of $270,000 has been provided in the Shire’s 2018/19 Budget for the proposed new Ablution facilities which includes $100,000 of grant funding.

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At its meeting held on 8th August 2017 Council resolved to accept various grants offered by the State Government, to honour pre-election commitments, under the “Local Projects, Local Jobs” program, including a grant of $100,000 for the Ridley Place Foreshore Ablutions upgrade. As advised in the Council report, the Shire did not apply for the grants and were not aware that funding had been approved for the various projects until it was announced. A condition of the Grant Agreement is that the project must be completed and funds expended by 30th June 2019.

At a recent site meeting held on Tuesday, 5th March 2019 to consider potential locations for the proposed café/restaurant development, support was expressed for the idea of incorporating the Ablution facilities within a larger café/restaurant building rather than as a separate stand-alone building. This proposal would allow a single building to be constructed with external access to the public Ablution facilities.

The Master Plan for the site also includes a new Nature Play playground to replace the existing playground. The deteriorating condition of the soft fall was noted at the site meeting and there is a need to address this matter in the short term.

Comment

If Council is supportive of the idea of including the Ablution facility as part of the café/restaurant building, the likely timeframe for that development would be a minimum of 2- 3 years. That being the case, there would be little prospect of the State Government approving the grant being carried forward until such time as planning and construction of the new café/restaurant including the new Ablution facility, had been completed.

Rather than maintaining the existing playground in the short term, it is recommended that the Nature Play playground be brought forward and be listed for consideration of funding in the Shire’s 2019/20 Draft Budget. The proposed new “Nature Play” playground would be a feature playground at one of the Shire’s main recreation and tourist attractions that attracts both local residents and visitors to the venue.

The main benefits of this proposal include:

• Allowing the Shire to remove the existing playground, leaving sufficient space for the café/restaurant development; and

• Providing the opportunity to request a change of purpose for the approved “Local Projects, Local Jobs” grant of $100,000 and also an extension to the completion date.

A possible funding arrangement for the new Nature Play playground is as follows:

Shire of Harvey (C/Fwd 2019-20 Budget Allocation) $100,000

Local Projects, Local Jobs grant $100,000

Lotterywest grant $100,000

Total $300,000

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The Shire’s contribution to the proposed new playground could be funded by reallocating and carrying forward the existing Budget allocation for the Ablution facility, thereby not requiring any additional funding allocation in the 2019/20 Budget. There would also be a reasonably good chance that Lotterywest may support a grant of $100,000 for the project as per the above funding proposal.

The alternative if Council is not supportive of this proposal would be to retain the original approach of the café/restaurant and the Ablution facilities being two separate buildings. This would require a request to the South West Development Commission seeking an extension to the completion date of the stand-alone Ablution facility.

In summary, the recommended approach as outlined in this report would enable the development of a unique and accessible Nature Play Playground at Ridley Place foreshore and avoid the need to construct a separate Ablution facility.

Statutory / Policy Environment

Nil

Strategic Framework

Within the Shire’s Strategic Community Plan 2017 – 2027, Strategies 1.2.3, 2.4.4, 2.4.5 and 4.5.1 state:

1.2.3 “Investigate opportunities to increase accessibility and improve the range of amenities and infrastructure at the Leschenault Estuary.”

2.4.4 “Provide quality amenities and accessible public spaces for our community.”

2.4.5 “Monitor and maintain current and future playground facilities within the Shire”

4.5.1 “Maximise Shire grant funding.”

Risk Management

The Risk Theme Profile identified as part of this report is Providing Inaccurate Advice/Information. The Consequence could be Reputational and Financial if Council decided not to support the recommendations contained in this report. The Risk Consequence is considered to be “Moderate” (3) and the Likelihood “Unlikely” (2) resulting in a MODERATE (6) level of risk.

Budget Implications

As part of the staged redevelopment of the Ridley Place Foreshore, an allocation of $270,000 has been provided in the Shire’s 2018/19 Budget, which includes grant income of $100,000.

Officer’s Recommendation

That Council:

1. Supports the proposal for a new public Ablution facility to be included within the proposed café/restaurant development at the Ridley Place Foreshore;

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2. Requests Chief Executive Office to write to the South West Development Commission requesting that; a) The purpose of the “Local Projects, Local Jobs” grant of $100,000 be amended from “Ablution Upgrades and redevelopment to “Ridley Place Foreshore Redevelopment – Nature Play Playground”; b) The approved grant be carried forward to the 2019/20 financial year and the completion date be extended to 30th April 2020; and 3. Receives a further report that includes a recommended approach to progress the proposed café/restaurant development at the Ridley Place Foreshore.

19/068 . Dickinson/Gillett “That the Officer’s Recommendation be adopted.” CARRIED 10-0

Item No. 5 Subject: Community Sporting and Recreation Facilities Fund – Small Grant Applications Proponent: Harvey Bowling Club Inc. and Shire of Harvey Location: Harvey Bowling Club and Harvey Recreation Ground Reporting Officer: Manager Community and Economic Development File No.: F000264

Summary

This report provides information on grant applications received under the Community Sporting and Recreation Facilities Fund (CSRFF) and recommends that Council ranks the applications in order of priority and submits them to the Department of Local Government, Sport and Cultural Industries (formerly the Department of Sport and Recreation) by the closing date of 29th March 2019.

Background

Each year CSRFF grant applications are invited from Local Governments and community groups for projects that provide facilities and infrastructure for sport and recreation. The program aims to increase participation in sport and recreation through rational development of good quality, well designed and well utilised facilities.

Grant applications may request up to one third of the cost of eligible projects with the balance of the funds to be provided by the Local Government and/or the community group. In addition to the main funding round in September for larger scale projects, there are two small grant funding rounds in March and August each year for smaller scale projects up to $200,000 in value.

This report provides details on two applications that have been received under the Small Grants program.

Comment

The following comments are made with regard to the two (2) grant applications:

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1. Harvey Bowling Club Inc.– Accessible Toilet

This application seeks a contribution towards the construction of an accessible toilet at the Harvey Bowling Club. The existing Clubhouse building is over 60 years old and does not have an accessible toilet available on the premises.

The lack of an accessible toilet makes it difficult for the Club to promote itself as being “inclusive” and restricts the hire of the venue for functions by not being able to offer accessible facilities.

The proposed funding arrangement for the project (ex GST) is as follows:

Harvey Bowling Club - cash $ 7,600 Harvey Football Club – in kind $ 900 Shire of Harvey (2019-20 Budget allocation) $ 8,000 Alcoa Sustainability Fund $15,000 CSRFF grant application $15,000 Total $46,500

2. Harvey Recreation Ground Masterplan

The Harvey Recreation Ground (HRG) is one of the Shire’s main recreation facilities and caters for a number of sporting and recreation activities throughout the year.

The proposal to develop a Master Plan for the HRG has been discussed at previous HRG Advisory Committee meetings and at the most recent meeting held on 18th March 2019, the Committee made a recommendation to Council in support of the proposed study. Part 2 of the recommendation was to submit grant applications to the Department of Local Government, Sport and Cultural Industries and the Alcoa Sustainability Fund seeking funding for the study.

The proposed study would include a review of current usage of HRG’s facilities, identify likely future needs of the community along with priorities for any future upgrading or expansion of the facilities, and prepare a Master Plan to guide any future development on the site.

The estimated cost to undertake the proposed study would be in the order of $25,000 to $30,000 and the proposed funding arrangement for the project is as follows:

Shire of Harvey (2019-20 Budget allocation) $9,000 Alcoa Harvey Sustainability Fund $9,000 Dept. of Local Govt. Sport and Cultural Industries $9,000 Total $27,000 The role of Council is to assess the two applications and rank them in order of priority. Whilst both projects are considered to be needed and worthwhile, the proposal from the Harvey Bowling Club to provide a disabled toilet at the Clubhouse building would allow a basic amenity to be provided and encourage people with a disability to participate in bowling and social activities at this venue. In order to give this application the best chance of being successful it is recommended that it be allocated the number 1 priority ranking.

Statutory / Policy Environment

Policy 3.1.3 relates to financial assistance by the Shire to organisations and clubs occupying land owned by or vested in the Shire and states that the Shire will consider providing a one third contribution to projects of this nature.

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Strategic Framework

Within the Shire’s Strategic Community Plan 2017 – 2027, Strategies 3.1.2 and 4.5.1 state:

3.1.2 “Continue to engage local community groups to understand needs, improve facilities and source grant funding.”

4.5.1 “Maximise Shire grant funding.”

Risk Management

The Risk Theme Profile identified as part of this report is Inadequate Engagement Practices. The Consequence could be “Reputational” should Council not adopt the recommendation to support the two applications and submit them through to the Department of Local Government, Sport and Cultural Industries. The Consequence rating is considered “Minor” and the likelihood “Unlikely”, therefore the Risk is deemed to be LOW.

Budget Implications

Should the either or both grant applications be successful, the nominated Shire contributions would be listed for consideration in the 2019/20 Draft Budget.

Officer’s Recommendation

That Council:

1. Submits the following Community Sporting and Recreation Facilities Fund grant applications to the Department of Local Government, Sport and Cultural Industries for the 2019/20 Small Grants funding round:

Volunteer Club/ Priority Description CSRFF Shire Total Contribution Other Harvey Bowling 1 Club Accessible $15,000 $8,000 $900 $22,600 $46,500 Toilet Harvey Recreation 2 Ground $9,000 $9,000 $9,000 $27,000 Masterplan

2. In the event that the either or both of the above grant applications are successful, includes the respective Shire contribution(s) in the 2019/20 Draft Budget for consideration.

19/069 . Beech/Boylan “That the Officer’s Recommendation be adopted.” CARRIED 10-0

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Item No. 6 Subject: Meetings for Coming Months File No.: CCC001 Meeting Location Date Time Leschenault Community Meeting – Australind Recreation Park 8th April 2019 7.00p.m. Pavilion Community Meeting – th Yarloop Fire Station 9 April 2019 7.00p.m. Cookernup/Yarloop Harvey Recreation th Community Meeting – Harvey 10 April 2019 7.00p.m. Centre Binningup Country th Community Meeting – Coastal 15 April 2019 7.00p.m. Club Development Services Committee Australind Chamber 16th April 2019 4.00p.m. Community Meeting – Brunswick Brunswick Town Hall 17th April 2019 7.00p.m. Corporate Services Committee Australind Chamber 23rd April 2019 2.00p.m. Ordinary Council Meeting Australind Chamber 23rd April 2019 4.00p.m.

Officer’s Recommendation

That the meetings for coming months be noted.

19/070 . Gillett/Dickinson “That the Officer’s Recommendation be adopted.” CARRIED 10-0

M. ELECTED MEMBERS MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

Nil.

N. NOTICE OF MOTION FOR FOLLOWING MEETING

Nil.

O. QUESTIONS BY MEMBERS OF WHICH DUE NOTICE HAS BEEN GIVEN

Nil.

Mr. Merv Stewart left the Chambers at 5:00p.m.

P. REPORTS OF MEMBERS

Cr. Beech

Cr. Beech reported on his attendance at the following:

• Regional Road Group function with the Executive Manager Technical Services • Dedication of the Anne Gerschow Gazebo • Harvey Senior Citizens Committee

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Cr. Carbone

Cr. Carbone reported on his attendance at the following:

• Deputising at the Development Services Committee on Tuesday, 19th March 2019 • Bunbury Fibre Exports presentation with Cr. Adams and the CEO

Cr. Jackson

Cr. Jackson reported her attendance at the following:

• Harvey Visitor Centre Paddock to Plate event, noting that Country Arts WA Aboriginal Art Trail grant submission has been made • Dedication of the Anne Gerchow Gazebo with Harvey Main Street, noting thanks to Otto Gerchow for lifetime commitment to Harvey • Bunbury Geographe Economic Alliance Budget Meeting • Alcoa Sculptures by the Sea – noted the Sustainability fund success with CEO • WALGA South West Zone meeting at the Shire of Collie – State Council agenda is available for Councillors, noting: - LG Act Review SPP 2.4 Raw Materials - Short Stay Accommodation Inquiry - Container Deposit infrastructure - Allowances – elected members fee increase • Informal meeting with the Mayor of Bunbury, Dardanup Shire President and Capel Shire President.

Q. ORDERS OF THE DAY

That Council:

1. Notes the use of the Common Seal on items previously authorised by Council as follow:

19/071. Gilett/Carbone “That the Officer’s Recommendation be adopted.” CARRIED 10-0

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R. NEW BUSINESS OF AN URGENT NATURE INTRODUCED BY DECISION OF MEETING

Nil.

S. MATTERS BEHIND CLOSED DOORS

Nil.

T. CLOSURE OF MEETING

There being no further business to discuss, the meeting was declared closed at 5.08p.m.

I, Cr. Tania Jackson certify that the aforesaid Minutes of the meeting held on Tuesday, 26th March 2019, are confirmed as a true and correct record of that meeting on Tuesday, 26th March 2019.

______

Cr. Tania Jackson SHIRE PRESIDENT

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